Accessibility in Outlook

Outlook is widely used at UC for sending emails, sharing calendar invites, and managing communications with students, colleagues, and partners. This page links to Microsoft’s own accessibility instructions for Outlook and highlights key checks to use whenever you create or revise messages that will be read by others.

Microsoft Step-by-Step Support

Because Outlook is updated frequently, the step‑by‑step “how‑to” instructions live in Microsoft’s own documentation. Use those as your main reference, and rely on the UC tips on this page to support common use cases and questions you are likely to encounter.

Outlook Accessibility

Tips For Using Outlook at UC

These tips reflect how Outlook is commonly used at UC and where people most often need to build in accessibility or have questions:

  • For messages that go to lists, students, or large groups, compose them as accessible emails from the beginning rather than copying in complex, pre‑formatted content that may not be accessible.
  • Keep emails concise and well structured with clear subject lines and headings, especially for recurring messages or announcements.
  • Avoid pasting content directly from other tools (like Word or web pages) without checking formatting; clean up headings, lists, and spacing so they are readable.
  • Use the Accessibility Checker in Outlook, when available, as part of your review process to identify issues and follow the suggested fixes.
  • Be cautious with images and graphics in email: do not rely on images alone to convey important information, and always provide alternative text.

Applying this to Your Content

What you need to focus on in Outlook depends on the kind of communication you are sending. Use your existing checks and then deepen your work with the Core Concepts that match your content.

For individual or small‑group emails such as quick updates, responses, and routine communications, focus on:

  • Titles & Headings – using clear subject lines and simple in‑message headings when emails are long.
  • Copy Formatting – keeping fonts, sizes, and spacing readable and consistent.
  • Hyperlinks – making link text meaningful on its own (not just “click here” or raw URLs).

For messages sent to lists, classes, or large groups (such as announcements, newsletters, or event information), focus on:

  • Titles & Headings – to organize content within the email so readers can quickly scan sections.
  • Navigation & Order – to ensure information flows in a logical sequence and is easy to follow with assistive technology.
  • Copy Formatting – to keep content readable, avoid overly complex layouts, and use lists for key points.
  • Hyperlinks – to clearly describe destinations, especially when linking to forms, documents, or external sites.
  • Color Contrast – to make sure any colored text or backgrounds remain readable in different email clients.

For emails that include images, charts, or attachments (such as flyers, infographics, or documents), focus on:

  • Alt Text – to describe images and graphics that convey information.
  • Color Contrast – if the email uses colored text, backgrounds, or image‑based headers or banners.
  • Hyperlinks – to clearly label links to attachments, web pages, or external content (for example, “Download the event flyer (PDF)” instead of “here”).
  • Technical – ensuring attached documents or linked content (such as Word files, PDFs, or web pages) are themselves accessible, not just the email.